96-063 RESOLUTION NO. 96R-63
A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF ANAHEIM APPROVING THE
RECORDS RETENTION SCHEDULE, AS AMENDED,
FOR THE FINANCE DEPARTMENT.
W~IEREAS, Section 34090, et seq., of the Government Code of the
State of California provides for the retention and destruction of certain records,
documents, insLruments, books and papers (hereina~er "records"); and
WHEREAS, in accordance with the provisions of Section 34090 a
Records Retention Schedule was previously approved by the City Council for
the Finance Department; and
WHEREAS, changes have been recommended to the Records Retention
Schedule for the Finance Department; and
WHEREAS, the Records Policy Committee of the City of Anaheim
concurs in these changes; and
WHEREAS, the City Council concurs in these recommended changes to
the Records Retention Schedule for the Finance Department.
NOW THEREFORE, BE IT RESOLVED by the City Council of the
City of Anaheim that the Records Retention Schedule for the Finance
Department, as amended, and as more particularly described in Exhibit "A"
pages 1-6 attached hereto and incorporated herein by this reference is hereby
approved.
THE FOREGOING RESOLUTION is hereby approved and adopted by
the City Council of the City of Anaheim this 7th day of May, 1996.
CITY CLERK OF THE CITY OF ANAHEIM
CITY ATTORNEY OF THE CITY OF ANAHEIM
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss.
CITY OF ANAHEIM )
I, LEONORA N. SOHL, City Clerk of the City of Anaheim, do hereby certify that the foregoing
Resolution No. 96R-63 was introduced and adopted at a regular meeting provided by law, of the
Anaheim City Council held on the 7th day of May, 1996, by the following vote of the members
thereof:
AYES: MAYOR/COUNCIL: Tait, Zemel, Feldhaus, Lopez, Daly
NOES: MAYOR/COUNCIL: None
ABSENT: MAYOR/COUNCIL: None
AND I FURTHER CERTIFY that the Mayor of the City of Anaheim signed said Resolution No. 96R-63
on the 7th day of May, 1996.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of
Anaheim this 7th day of May, 1996.
CITY CLERK OF THE CITY OF ANAHEIM
(SEAL)
I, LEONORA N. SOHL, City Clerk of the City of Anaheim, do hereby cerlify that the foregoing is the
original of Resolution No. 96R-63 was duly passed and adopted by the City Council of the City of
Anaheim on May 7th, 1996.
CiTY CLERK OF THE CITY OF ANAHEIM
CERTIFICATE OF DEPARTMENTAL APPROVAL
RECORDS RETENTION SCHEDULE
The Managers of each Division of the Finance Department have reviewed all Record Series within their
programs as shown on pages labeled Finance 1-6 of this document and concur in the recommended retention evaluations and
plans to retain records.
Program No. 1156 - Business License Program Nos. 115yand 1158 - Purchasing/Reprographics
William Sell, Manager Diane Hughart, Purchasing Agent
Program No. 1152 - Accounting/Payroll Program Nos. 1381, 1382, 1383, 1385 Inform Services
Ed ~Z~herl, Assistant Finance Director Daniel H. Amyx, Manager
Program No. 1114 Budget Concur with Retention Schedule for Finance Department
~ne, udder ' ~ L '//z~<:~'< "'A'~c~ '~'~-
William H. Sw~eney, Finance Dijtor
CITY O1, .k,,AtlEIM RECORD RETENTION 2, L, EDULE 1
AGENCY: FI]IqAblCE RESOLUTION NO. 96R-63
AGENCY NO: ~.06 ~ DATE APPROVED: May 7, 1996
PROGRAM NO. 1156 BUSINESS LICENSE
:::::::::::::::::::::::::::::;:;::;:;,i:i:::;:;:~:::::::::~: ::::~:;:;:;:;::::::;::::::::-:;:i~:::::::::;:;::~;:; :.:::::[.:::::
RE'I'EN CODES *:~
Applications - Bus Benches CY+4Y Old vendors transferred to Traffic Eng.
Bingo Permit Files CY+4Y A.M.C. 3.04.090
Bus License Cash (Remittance Processing)* CY+4Y A.M.C. 3.04.090
Business License Renewals CY+2Y M 10Y A.M.C. 3.04.090
Business License Fee Schedules CY+4Y Changed by Ord. & Resol. Most Recent
Ord. No.
Business License Correspondence CY+4Y A.M.C. 3.04.090
Business License Applications (short) CY+4Y Series discontinued, only one form used
since
Business License Applications CY+2Y M 10Y A.M.C. 3.04.090 Replaces series above.--
Certificates of Insurance CY+5Y
Event Permits On-Going L+4Y M P
Event Permits Short Term L+4Y
Fortune Tellers T+4Y
Gross Overages CY+4Y Older procedure. No longer used.
Jitney, Limo, Taxi Applications (Unsuccessful) CY+4Y
Legal Opinions re: Business Licenses/Permits L Until replaced or updated.
Massage parlor correspondence L+3Y
Nonprofit solicitation of funds L+3Y
Permits to solicit L+4Y
Legal Opinions Prior to 1988 CY+5Y Pertain to older version of Code (pre
19881
Requests for checks forms (refunds)* ' A Originals in Finance
Regulatory Permit Case Files L+2Y SOB's, pool room, ent. dance hall permits
renewed annually.
Dog License applications CY+2Y Trans to County of Or. in June, 1993
(
CITY O1, ~:, ,~tlEIM liECORD RETENTION 5~.~ :. ,~DULE 2
AGENCY: FI. NAHCE DEPARTHENT RESOLUTION NO. 96R-63
AGENCY NO: 106 ~ DATE APPROVED: May 7, 1996
PROGRAM 1156 CONTINUED:
Dog License Renewals CY+2Y Transferred (see above)
Dog License Refunds CY+4Y Transferred
Dog License Payment Records CY+4Y Transferred
County Dog License Reports CY+4Y Transferred
NSF Check Records CY+4Y
Animal Permits CY+2Y
Sub contractor lists CY OP
Special Packages (Hotels, Disneyland etc.) L+4Y
TOT contracts L+4Y
TOT liens L+4Y
TOT case history files L+4Y
TOT correspondence L+4Y
TOT reports - delinquent L+4Y
Temp Business Licenses (Christmas tr/pumpkins) CY+2Y
TOT collection CY+4Y
TOT tax receipts (LIC 49) CY+4Y
Veteran Exemption T+3Y
Waivers of Business License Fee L+3Y
Program No. 1155 Collections
Citations (Parking) Customer Copy Paid CY Op Per City Atty's memo June 7, 1995
Collection on Receipts (COWs)" A+IY Record Copy in Finance\ Program 1152
Armored Car Receipts CY Op
CITY OIP ~;.~ lAIIEIM RECORD RETENTION ~_: [ ~DULE 3
AGENCY: FINANCE:?DEPARTMENT RESOLUTION NO. 96 R-63
AGENCY NO: t06 * I)ATEAPPROVED: May 7, 1996
PROGRAM NO. 1157 PURCHASING
.... ~:~::: ::,j::~:::.~¢, ::::~ .........:::::::::::::::::::::
lIETEN CODES .........................................................................
Bids ............. A+4Y ...... ~-- ............ Cal Gov't Code 26202.1
Blanket Orders A+4Y
Co~es CY+3Y
Co~es PERS policy CY+4Y
Open Orders A 4Y
Open Orders RFD's * A+4Y
Purchase Orders A+4Y
Specifications* CY+4Y
Staff rcpo~s to Couacil* A+3Y Rec Copy - Ci~ Clerk Prog. 1132
Verbal Orders A+3Y
Monthly Charge Rcpo~s A+3Y
Printing Requisitions CY+3Y
Accounts Rcvble Invoice A+ l Y 5 Y
Accounts Payable Check Register A 7Y
Annual Financial Statement P
Ban~Cash Reconciliation A+2Y 3Y
Collections ~eceipts (CO~'s) A 5Y
Deduct Employee Ledgers 2 WKS M 5Y
Depositor T~st Fund Receipts L+2Y 3Y 12 CF~ 350.6
Event Time Sheets A A+2Y M 15Y
Finance Accounting Operations A+5Y
Fixed Asset Ledger A+2Y M P
FLSA Ledger 3 Mos. M 3Y 29 USC 211
Genera[ Account Check copy A 4Y
CITY O., ANAHEIM RECORD RETENTION b,~IiEDULE 4
AGENCY:
FINANCE RESOLUTION NO. 96R-63
AGENCY NO: 106 t DATEAPPROVED:Hay 7, 1996
Program No. 1152 - Continued
I~ECORI} SERIES RET CODE i1ET CODE EI,E¢'.'TRONIC!
( ) N s ~ ~ ~, o I.'lts r r
RETEN COl)ES
Origioal Account Check A M 5Y
lnvento~ Withdrawal A A+5Y
Journal Entries A+ 1Y 4Y
Monthly F~ance Repo~s A+2Y 3Y
Payroll Statistical Ledgers 2 WKS M 15Y 29 CFR 516.5, 516.6
Payroll Cbecks CY+4Y
Payroll Year to Date Register 2 ~S M 15Y 29 CFR 516.5, 516.6 IRC 3301 -33 I
Payroll Register (Regul~ and Event) A M 15Y 29 USC 1059
Pa~oll Distribution Ledger 0 M 5Y 29 USC 1059
PERS Contribution Ledger CY+3Y M 15Y
Public Works Contracts* A+I4Y 5Y 13 CFR 305.96 Eec Copy Pub ~Ci~
Clerk
Purchase Orders A+3Y
Regular Time Repo~s Signed A M 15Y
Regular Time Re~s Unsigned 0 M 15Y
Utili~ Deposit Checks A M 7Y
ACH Direct Deposit Repo~s CY+4Y
Returned W-2 Fo~s CY+4Y
Withholding CeCil Forms W-4/DE4 CY+4Y IRC 3402
Payroll Employee Files* T+4Y Rec copy -HRD retains on Microfiche
Payroll Flex Comp Authorizat Fo~s* CY+IY Rec copy -HRD
CITY O.{. ~,IIEIM RECORD RETENTION {,' ;DULE 5
AGENCY: FINANCE RESOLUTION NO. 96R-63
AGENCY NO: 106 DATE APPROVED: May 7~ 1996
PROGRAM NO. 1381 INFORMATION SERVICES DIVISION
RtCCt)IUl Si~,IUF. S R£T C01)E m,:T COrn: r:t. EC I'RONIC/ ' :' ......................................................................~ ........
( ) N S IT E O F FS IT E D I G ITA I, :* :* :~:~:;~*: :*~ ~:"":'~ ......................~.:.~:~::i:::i;~!* ,~::: ~: :~:*:::
Data plotess billing chartes (interdept) CY+2Y
Vendor contracts L+5Y
RF1~- not accepted - services CY+2Y
RFP - not accepted - equipment CY+2Y
RFP - accepted - services L+5Y
RFP - accepted - equipment L+5Y
Work requests (DATA-37) CY+2Y 5Y
Vendor files general CY+2Y
Con'es - external to City CY+2Y
Cortes - internal to City CY+2Y
Data Processing Charter P
Five Year DP Plan WC Minimum 2 years
Division Staff Meetings Daily CY+3Y 6Y
Downtime Log CY+2Y
Project Control Sheets CY+2Y --
Control Worksheets for AFRAM (B/S) CY+2Y
Utility Log Sheets CY+2Y
Utility Daily Control Parameters CY+2Y
CITY O1: ~,~AHEIM RECORD RETENTION ~,,~iEDULE 6
AGENCY: FTNANCE RESOLUTION NO. 96R-63
AGENCY NO: 106 t DATE APPROVED: May 7, 1996
PROGRAM 1382 INFORMATION SERVICES DIVISION
RECORi~ SEBIES RET ¢?ODE RF.'I' CODE EI. EC'. fll. i}NjIC/
RETEN COl)ES
'['echnical Mam~ul~ from ve~ulors CV Minirotan 2 years.
Prog~m Listings WC Minimum 2 ye~s.
l'ltOC!~M NO. I~83 INF{}RMA'I'I~}N
SERVICES
Tec~ical Manuals CV ~i~imum 2 years.
Prog~m Listings (source code for so,are WC Min~um 2 ye~s.
execution)
Documentation of Production Runs WC Minimum 2 years.
Problem Management System CY+2Y
Computer Ne~ork CY Minimum 2 years.
Info, orion Management System CY+2Y
PROGRAM N{I. 138S INFORMATION
SEllVICES
Documentation of Production Runs WC ~inimum 2 years.
Technical Manuals WC Minimum 2 years.
Program Listings (source code for program WC Minimum 2 yea~.
execution)
Production Change Control L
Depa~ental budget submissions CY+2Y
_Proposed Line Item Budget CY+2Y
Adopted Line Item Budget CY+2Y
~blic Budget Document (Exec Summa~) L+5Y
Proposed 5 year CIP (capital improve program) CY+5Y
F-4 r~po~s (computer list hourly labor & burden~ CY+5Y
AF~M Fo~s 23 CY+5Y 23= documentation &corrections to
budget